Job Description
Deputy City Clerk
Department:Administration
- Act as the public relations contact.
- Respond to citizens' immediate needs by phone, email, correspondence, and face-to-face.
- Perform telephone switchboard activities for City Hall.
- Coordinate both incoming and outgoing municipal correspondence as required.
- Research and distribute public information requests.
- Coordinate employee events with Department Heads, officials, and personnel.
- Assist in preparing meeting agendas, process supporting material, and provide pertinent documentation.
- Notarize documents as requested.
- Secure City vault and computer documents.
- Create copies, seal, and mail documents.
- Assist with all official City records, both electronic and hard copy.
- Maintain all records and files.
- Review employee time entry for administration.
- Handle purchase orders/requisitions for administration and other departments.
- Reserve rentals of City facilities.
- Handle cemetery sales.
- Coordinate with funeral homes and monument companies when necessary.
- Prepare City meeting agendas and materials.
- In the absence of the City Clerk, attests by signing all legal papers such as agreements, leases, ordinances, and resolutions; records same in various files; furnishes certified copies of records as needed.
- Perform other related work as required or assigned.
QUALIFICATIONS:
- High school diploma or GED.
- Associate degree from an accredited college or university preferred.
- A minimum of five (5) years of experience performing high-level administrative duties; an equivalent combination of education and experience that is determined to be directly related to the foregoing specific requirements may be substituted. Clerical work in city government preferred.
- High proficiency in typing skills and computer operations and programs is required.
Licenses or Certifications:
- Certified Municipal Clerk (CMC) certification, or obtain within three (3) years of employment.
- Notary Public for the State of Florida, or obtain within three (3) months of employment.
- Possess and maintain a valid State of Florida Class E driver license.
Knowledge, Skills and Abilities:
- Knowledge of the geography of the City of Zephyrhills.
- Knowledge of the City's departments and their operations.
- Knowledge of the City's policies, procedures, and ordinances.
- Knowledge of legal advertising requirements, intergovernmental relations, election laws and procedures, procurement laws and procedures, Florida State regulations for public records management, retention, and disposition.
- Knowledge of procedures in conducting municipal elections.
- Knowledge of City Ordinances, legal requirements, policies, and procedures.
- Knowledge of documents for filing in all state and local agencies.
- Knowledge of the organization, function, and activities of municipal government.
- Knowledge of current principles and practices of office procedures and management.
- Knowledge of the cemetery.
- Ability to learn complex tasks and remember how to complete tasks without assistance once trained.
- Ability to operate a variety of typical office equipment.
- Ability to effectively work under pressure/stress with extreme accuracy.
- Ability to write resolutions, ordinances, and other legal documents.
- Ability to coordinate a wide range of activities and programs.
- Ability to accurately prepare and report at City Council meetings.
- Ability to understand and interpret state and local laws.
- Ability to prioritize multiple tasks effectively and independently.
- Ability to establish and maintain effective working relationships with City officials, employees, and the general public.
- Ability to work regularly scheduled hours; and occasional evening and weekend hours.
- Ability to operate a City vehicle safely.
REQUIRED PHYSICAL, MENTAL AND INTERPERSONAL CAPABILITIES:
- Must be in good physical condition.
- Frequent sitting, standing or walking, sometimes for sustained periods.
- Requires frequent use of senses including sight, touch, hearing and speaking.
- Occasional lifting and/or carrying objects of moderate weight up to forty (40) pounds.
- Occasional bending/stooping, climbing, grasping, kneeling, pulling, pushing, or reaching.
- Substantial and repetitive movements of the wrist, hands, and/or fingers.
- Frequent viewing of a computer terminal and/or extensive reading.
- Must be able to interact with and, work well with, coworkers, contractors, citizens, elected officials, and administrators at all levels of government.
- Possess good moral character and be trustworthy.
- Maintain confidentiality.
- Requires work on-site and is not eligible for permanent remote work.
WORK ENVIRONMENT: